Office Assistant II (Administrative Services)

Job Title

Under limited supervision, this position provides a variety of skilled technical support to the City of Saginaw's Police Department by managing requests for digital evidence, redacting and releasing media in compliance with laws. It provides administrative support by processing payments, verifying travel expenses, maintaining inventory, and compiling reports. This role also handles training records and offers backup support to other staff.

Major Duties

The major duties include:

1. Responding to requests from department personnel, courts, outside law enforcement agencies, or the public regarding digital evidence to support the investigation and legal process.
2. Reviewing digital video and audio files using video management software, releasing duplicated digital media to include body-worn cameras and in-car video files to detectives and prosecutor's office. Ensuring digital files comply with records release laws and policies.
3. Testifying about evidence in court (per request or subpoena) as required.
4. Making class/conference, travel and lodging accommodations with a focus on cost-effectiveness. Verifying employee's statement of expenses to ensure compliance with City guidelines and submitting to Accounts Payable for employee reimbursement. Educating employees on reimbursable items and limitations.
5. Processing payments for invoices and requisitions ensuring correct distribution codes for funding. Ordering and maintaining inventory of departmental supplies. Obtaining quotes to ensure cost effectiveness of departmental supplies.
6. Completing and filing training logs, spreadsheets, reports, and other records necessary for training programs and activities. Maintaining training certification records.
7. Conducting administrative functions such as recording statistical information, compiling reports, coordinating with other agencies or the public, and maintaining logs and forms.
8. Compiling data from case reports for weekly, monthly, and annual reports, ensuring completion by deadlines and in accordance with established goals and policies.
9. Assisting other staff in the performance of their duties as assigned. Providing backup support for Sex Offender Registration and front desk as needed.
10. Performing other duties and tasks as assigned.

Job Requirements

The job requirements include:

• High School Diploma or GED.
• Three to Five years of progressively responsible customer service or administrative support experience required.
• Prior experience working with digital and/or video evidence software and hardware systems in a local, state, or national law enforcement organization preferred.
• Possess and maintain a valid state of Michigan driver's license.

Knowledge, Skills, and Abilities

The knowledge, skills, and abilities required include:

• Knowledge of, or the ability to acquire, methodologies related to the retrieval, processing, and production of evidential data in a digital forensic environment; prior experience preferred.
• Ability to maintain strict confidentiality and exercise discretion when handling highly sensitive and secure information.
• Ability to successfully complete required job-related training within six (6) months of appointment.
• Strong analytical and problem-solving skills, with the ability to execute tasks and recommend solutions in accordance with established procedures, policies, and legal/departmental standards.
• Ability to communicate effectively and professionally, both orally and in writing, with a diverse range of internal staff, law enforcement personnel, and external stakeholders.
• Proficiency in computer applications, including Microsoft Office Suite, and the ability to quickly learn and utilize specialized law enforcement software and hardware systems, including video management systems.
• Excellent organizational and time management skills, with the ability to manage multiple assignments, prioritize tasks, and meet deadlines with a high degree of accuracy.
• Ability to read, analyze, and interpret crime statistics, case reports, and other law enforcement data to support operational and investigative functions.

Special requirements include successful completion of an extensive background investigation and passing Law Enforcement Information Network (LEIN) certification within six (6) months of being hired.

Working Conditions

This work is sedentary and requires little of not exertion of force; work requires occasional standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing and pulling; work requires regular grasping, manipulating or making small precise hand movements; work has standard vision and hearing requirements; vocal communication is required to express detailed or important instructions to others accurately, loudly, and/or quickly; work has no exposure to environmental conditions; work is generally performed in a moderately noisy location (e.g. business office with typing and/or computer printers, light traffic).

The City of Saginaw is committed to hiring individuals who are authorized to work in the United States. All applicants must provide proof of their eligibility to work in the U.S. as required by federal law. The City of Saginaw will not sponsor visas for employment.

The City of Saginaw is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.